Presets

The Presets tab helps you create reusable content for faster quote building. Save time by defining standard item groups and quote templates that can be inserted with a few clicks.

The Presets page

Two tabs organize your reusable content:

• Item Groups: Bundles of related items you frequently quote together
• Templates: Complete quote structures with sections and placeholder content

Item Groups

Item Groups are reusable bundles of line items. Perfect for package deals or commonly grouped services.

When to use Item Groups

• Service packages: Bundle consultation + implementation + training
• Product kits: Hardware + installation + warranty
• Tiered offerings: Bronze/Silver/Gold package variations
• Phase-based work: Discovery + Design + Development as separate groups

Creating an Item Group

1. Click the Item Groups tab
2. Click Create Group
3. Enter a descriptive name
4. Add an optional description explaining the group’s purpose
5. Add line items to the group
6. Click Save

Item Group structure

Group Name

• Clear identifier for the group
• Shows in insertion menus
• Example: “Website Design Package”

Description

• Explains what the group contains
• Internal reference only
• Example: “Includes design, 3 revisions, and mobile optimization”

Group Items

• Individual line items within the group
• Each item has:
  • Name: Product/service name
  • Description: Line description
  • Quantity: Default quantity
  • Unit Price: Price per unit
  • Account: Chart of accounts mapping
  • Tax: GST code

Using Item Groups in quotes

1. In the Quote Editor, click the + button on any section
2. Select Item Group from the dropdown
3. Choose from your saved groups
4. All items from the group are inserted at once
5. Modify quantities or prices as needed for this specific quote

Managing Item Groups

Editing: Click any group in the list to modify its items or details.

Deleting: Open the group and use the delete option. This doesn’t affect quotes that already use the group.

Searching: Use the search box to find groups by name when you have many saved.

Templates

Templates are complete quote frameworks with predefined sections, structure, and placeholder content.

When to use Templates

• Recurring job types: Similar project structures repeated often
• Standard proposals: Consistent formatting across your business
• Team efficiency: Junior staff can start from proven structures
• Compliance: Ensures required sections are always included

Creating a Template

1. Click the Templates tab
2. Click Create Template
3. Enter a template name
4. Build the quote structure:
   • Add sections
   • Add placeholder line items
   • Set section and line properties
5. Save the template

Template structure

Template Name

• Shows in the New Quote selection menu
• Use clear, descriptive names
• Example: “Website Development Proposal”

Sections

• Organize content into logical groups
• Common sections: “Discovery”, “Design”, “Development”, “Support”
• Each section can contain multiple line items

Placeholder Items

• Add representative line items with estimated pricing
• These serve as starting points, not final quotes
• Items can be:
  • Price items: With estimated unit prices
  • Text items: For scope descriptions or terms

Section and line options

Templates support all the same options as regular quotes:

• Optional sections: Can be included or excluded
• Multiple choice groups: Client selects one option
• Editable quantities: Client can adjust amounts
• Discount items: Pre-configured reductions

Using Templates

1. Click New Quote on the Quotes tab
2. Select From Template option
3. Choose from your saved templates
4. The template structure loads into the Quote Editor
5. Customize for the specific client:
   • Update client details
   • Adjust quantities and prices
   • Add or remove sections as needed

Template vs Item Group: When to use which

Quick rule: Use Item Groups when adding a package into an otherwise custom quote. Use Templates when most of the quote structure repeats job-to-job.

Managing Presets

Organization tips

• Name consistently: Use prefixes like “PKG-” for packages or “TMPL-” for templates
• Keep descriptions current: Update to reflect changes in your offerings
• Review periodically: Archive outdated presets to keep lists manageable
• Version control: Create new versions rather than overwriting widely-used presets

Searching

Both Item Groups and Templates have search boxes:

• Filter by name in real-time
• Useful when you have many saved presets
• Search is case-insensitive

No limits

There is no maximum number of Item Groups or Templates you can create. Organize them logically for easy discovery.

AU-specific notes

• GST handling: Presets inherit the tax codes from their component items
• BAS alignment: Consistent account mapping in presets supports accurate reporting
• Terminology: Template language should match AU business standards
• Currency: All prices in AUD for Australian clients

Best practices

Item Groups

• Keep focused: 3-7 related items per group is ideal
• Price realistically: Base prices on standard rates, adjust per quote
• Name clearly: Descriptive names help staff choose correctly
• Review quarterly: Update pricing to reflect current rates

Templates

• Include all sections: Don’t forget scope, terms, and assumptions
• Use placeholders: Mark items needing customization
• Test before sharing: Verify templates work as expected
• Document assumptions: Template descriptions help staff understand intent

Integration

• Link to Items: Use saved Items in your groups and templates
• Consistent accounts: Ensure all items map to correct chart of accounts
• Tax accuracy: Double-check GST codes reflect actual treatment
• Client-specific: Consider creating variants for different client types

Workflow examples

Agency workflow

1. Create Item Groups for:

   • “Discovery Phase” (research, analysis, planning items)
   • “Design Phase” (wireframes, mockups, revisions)
   • “Development Phase” (coding, testing, deployment)

2. Create Templates for:

   • “Website Project Proposal” (all phases as sections)
   • “Branding Package” (logo, guidelines, assets)

3. New website quote:

   • Start from “Website Project Proposal” template
   • Adjust phases based on client needs
   • Send for approval

Consultant workflow

1. Create Item Groups for:

   • “Initial Consultation” (assessment, report)
   • “Ongoing Support” (monthly retainer items)

2. Create Templates for:

   • “Initial Engagement” (consultation + recommendations)
   • “Retainer Agreement” (ongoing services structure)

3. New client:

   • Use “Initial Engagement” template
   • Add specific line items for their situation
   • Include optional “Ongoing Support” group